AE NSCF Exhaust Fan Replacement

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Aug 14, 2026
Due Date:	Sep 10, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
AE NSCF Exhaust Fan Replacement	08/28/2026 04:30PM		09/10/2026 04:30PM

Attachment Preview

Docusign Envelope ID: 96792A23-D9DC-8117-801E-8AFC5413E78F

Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Exhaust Fan Replacement

Northern State Correctional Facility (NSCF)

2559 Glen Road, Newport, Vermont

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

August 14, 2026

August 28, 2026 – 4:30 PM (EST)

September 10, 2026 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

James Meyers, State Senior Purchasing Agent

BGS.OPCVendorDocs@vermont.gov

Revised: October 1, 2024

Docusign Envelope ID: 96792A23-D9DC-8117-801E-8AFC5413E78F

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) seeks to establish a contract with a qualified Architectural and/or

Engineering firm to provide architectural and engineering design services to design an exhaust fan

replacement project.

1.2. CONTRACT PERIOD: The period of performance under this contract shall commence on October 15,

2026, and end on December 31, 2028, with a Substantial Completion date of December 31, 2027, a

Project Completion date of January 31, 2028, and a Contract Completion date of December 31, 2028, to

allow for one year warranty inspection(s) as may be required of the construction contract work.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidder’s conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point

of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a copy of all

questions or comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . All emails with questions should include the name of the

project in the subject line. Every effort will be made to post this information as soon as possible after the

question period ends, contingent on the number and complexity of the questions. All information

provided by vendors during this process will be public and bidders shall not provide confidential

information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. The primary objective of this project is to replace the exhaust fans throughout the entire facility. The

following shall be included in the architectural/engineering design firm’s scope of work:

2.1.1.The existing facility was built in stages, the first in 1991 includes most of the facility, with additional

buildings being constructed in 1996 and 1998. Most of the exhaust fans on the roofs are showing

their age and need to be replaced. There are also several exhaust fans within the buildings which

need to be replaced, for a total number of 93 fans.

2.1.2.Some of the exhaust fans are for smoke exhaust, many with associated make-up air requirements.

Existing sequences need to be examined and determined if they are compliant with current codes.

2.1.3.Repair or replace the backdraft dampers on 93 fans and 40 gravity ventilators

2.1.4.With the improvements in fan design and the advent of ECM motors we want to ensure we are

providing the most energy-efficient project that meets the design and code requirements. The

preference is for direct drive where feasible.

2.1.5.Attached are the fan schedules for each phase of construction and the spreadsheet that has been

produced to date.

2.2. In addition to the items required for each phase in the Standard State of Vermont AE contract, the

following shall be included in the architectural/engineering design firm’s scope of work:

2.3. BASIC SERVICES

2.3.1.Provide to the State all relevant civil, structural, mechanical and electrical engineering in connection with

the Project.

2.3.2.Ensure the project complies with all applicable codes and guidelines in effect at the time of the

design, including but not limited to:

2.3.2.1. Vermont Fire and Safety Building Code available online at http://firesafety.vermont.gov

Revised: October 1, 2024

Docusign Envelope ID: 96792A23-D9DC-8117-801E-8AFC5413E78F

2.3.2.2. Vermont Commercial Building Energy Standards /

http://publicservice.vermont.gov/energy_efficiency/cbes

2.3.2.3. Vermont Department of Buildings and General Services Design Guidelines available online

at http://bgs.vermont.gov/facilities/forms

2.3.2.4. Vermont Department of Buildings and General Services Space Standards available online

at https://bgs.vermont.gov/propertymanagement/space-standards

2.3.3.Prepare complete construction contract documents detailing the plans and specifications for the

project, including full coordination between each relevant design discipline.

2.4. PLANNING AND PROGRAMMING

2.4.1.Not applicable.

2.5. SCHEMATIC DESIGN / DESIGN DEVELOPMENT PHASE

2.5.1.This phase includes all site visits, meetings, coordination, and reviews necessary to present

deliverables, edit deliverables, and receive approval from BGS to proceed to the next phase.

2.5.2.Consult with the State to ascertain the requirements of the Project.

2.5.3.Prepare a Schematic Design / Developmental Design consisting of drawings and other documents

illustrating the scale and relationship of Project components for approval by the State.

2.5.3.1. BGS reviews consist of a preliminary review by the Project Manager and a thorough review

by the BGS Design Review Team. Allow 5 business days for the Project Manager review and 2

weeks for the BGS review.

2.5.3.2. Respond to all comments and make edits necessary for Project Manager approval to

proceed to review by the BGS Design Review Team.

2.5.3.3. Respond to all comments and make edits necessary for approval by the BGS Design Review

Team to proceed to the next phase.

2.5.4.Conduct meetings with the State, Efficiency Vermont, and relevant members of the design team, to

review the Project and develop the most energy efficient project supportable by funding opportunities

and consistent with program intent.

2.5.5.Submit to the State a Statement of Probable Construction Cost.

2.6. CONSTRUCTION DOCUMENTS PHASE

2.6.1.This phase includes all site visits, meetings, coordination, and reviews necessary to present

deliverables, edit deliverables, and receive approval from BGS to proceed to the next phase.

2.6.2.Prepare from the approved Schematic Design Documents the Contract Documents consisting of the

working drawings and specifications (following the CSI Format) detailing the requirements for

construction and all necessary bidding information. Assist in the preparation of bidding forms, the

Conditions of the Contract, and the form of the Agreement between the State and the Construction

Contractor, for approval by the State.

2.6.2.1. BGS reviews consist of a preliminary review by the Project Manager and a thorough review

by the BGS Design Review Team. Allow 5 business days for the Project Manager review and 2

weeks for the BGS review.

2.6.2.2. Respond to all comments and make edits necessary for Project Manager approval to

proceed to review by the BGS Design Review Team.

2.6.2.3. Respond to all comments and make edits necessary for approval by the BGS Design Review

Team to proceed to the next phase.

2.6.3.Provide a Revised Statement of Probable Construction Cost.

2.6.4.Assist the State as requested in filing the required permits.

2.6.5.Submit the bid set, at 90% completion of the construction documents, to Efficiency Vermont for

construction document review.

2.7. BIDDING OR NEGOTIATION PHASE

Revised: October 1, 2024

Docusign Envelope ID: 96792A23-D9DC-8117-801E-8AFC5413E78F

2.7.1.Following the State's approval of the Construction Documents, provide the State with any documents,

assistance, or revised construction documents necessary for the State to: obtain bids or negotiated

proposals; award and prepare construction contracts.

2.7.1.1. Assistance includes but is not limited to attending construction pre-bid meetings, developing

responses to questions for BGS review, and reviewing construction bids for design compliance.

2.8. CONSTRUCTION PHASE - ADMINISTRATION OF THE CONSTRUCTION CONTRACT

2.8.1.Work with the State during the construction of the Project to provide the administration of the contract

between the State and the Construction Contractor.

2.8.2.Advise and consult with the State. All the State's instructions to the Construction Contractor shall be

issued through the ARCHITECT/ENGINEER after authorization by the State.

2.8.3.Make at least five visits to the Project site and make further visits when reasonably requested by the

State, to become familiar with the progress and quality of work performed and to determine that the

progress and quality of the work are in accordance with the Contract Documents. The

ARCHITECT/ENGINEER shall be responsible for project meeting minutes. Periodically report findings

to the State.

2.8.4. If utilizing sub-consultants, sub-consultants shall make site visits to inspect work being done in their

area of expertise.

2.8.5.Recommend payment due to Construction Contractor when requested by Construction Contractor.

2.8.6.Interpret the requirements of all Construction Documents and authorize the Construction Contractor to

proceed or stop with any component of the project after consultation and agreement with the State.

2.8.7.Review and respond to shop drawings, samples, and other submissions of the Construction Contractor

in accordance with the Contract Documents until approved or not requiring re-submission. Review the

submittal log at construction meetings and report findings to the State on a monthly basis.

2.8.8.Prepare all change orders and supporting data for the State's approval.

2.8.9.Conduct inspections to determine the Dates of Substantial Completion and Final Completion.

2.8.10. Provide a complete set of marked up drawings and specifications showing all the changes to the

Construction Documents made by Addenda, Change Orders, Shop Drawings, RFIs and other

information received, as well as the Construction Contractor’s As-built markups.

2.8.11. Conduct a one-year warranty inspection of the completed construction project between the

eleventh and twelfth months from the date of substantial completion and provide a list of defective

items needing correction.

2.9. ADDITIONAL SERVICES

2.9.1.Other services as required by the BGS Design Guidelines.

2.10. PROPOSED PROJECT SCHEDULE:

Project Event

Programming Phase

BGS Review/Approval of Phase

Schematic Design / Design Development Phase

BGS Review/Approval of Phase

Construction Documents Phase

BGS Review/Approval of Phase

Bidding or Negotiation Phase

Construction Start Date

Construction Substantial Completion

Contract Completion (includes 12-month construction

warranty period)

Date

N/A

12/15/2026

01/05/2027

02/05/2027

02/22/2027

04/22/2027

05/31/2027

12/31/2027

12/31/2028

Revised: October 1, 2024

Docusign Envelope ID: 96792A23-D9DC-8117-801E-8AFC5413E78F

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate

section in the attached Certificate of Compliance for purposes of self-reporting information relating to

past violations, convictions, suspensions, and any other information related to past performance

relative to coding and classification of workers. The State is requiring information on any violations

that occurred in the previous 12 months.

3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that

upon award of contract, and prior to contract execution, the State shall be provided with a list of all

proposed subcontractors and subcontractors’ subcontractors, together with the identity of those

subcontractors’ workers compensation insurance providers, and additional required or requested

information, as applicable, in accordance with Section 32 of The Vermont Recovery and

Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing

supplies only and no labor to the overall contract or project. This list MUST be updated and provided

to the State as additional subcontractors are hired. A sample form is available online at

http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not

required to be submitted with the bid response.

3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this RFP.

Revised: October 1, 2024

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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